Sending An Invoice Via Email

Quick answer

• Clearly state your business name and contact info on the invoice.
• Use a professional and descriptive subject line for your email.
• Attach the invoice as a PDF to ensure formatting consistency.
• Include a brief, polite message in the email body summarizing the invoice.
• Specify payment terms and due date clearly.
• Offer multiple payment options if possible.
• Keep a record of sent invoices and payment confirmations.

Who this is for

• Freelancers and independent contractors who need to bill clients.
• Small business owners managing their own billing processes.
• Anyone looking for a clear, efficient way to request payment from customers.

What to check first (before you act)

Your Business Information

Before sending any invoice, ensure your business details are accurate and complete. This includes your business name, address, phone number, and email. For clients, this professionalism builds trust and makes it easy for them to contact you.

Client Information

Double-check that you have the correct client name and the exact email address to which the invoice should be sent. Sending an invoice to the wrong person or to an incorrect address can cause delays and administrative headaches.

Invoice Details

Confirm all the details on the invoice itself are correct. This means verifying services rendered or products delivered, quantities, unit prices, and the total amount due. Any discrepancies can lead to disputes and delayed payments.

Payment Terms

Understand your agreed-upon payment terms with the client. Are they Net 30, Net 15, or due upon receipt? Ensure this is clearly stated on the invoice and in the email.

Your Goal and Timeline

What is your primary goal in sending this invoice? Is it to get paid quickly, to maintain a professional record, or both? Your timeline for needing payment will influence how you phrase your email and follow-up strategy.

Step-by-step: How to Send an Invoice on Email

1. Create a Professional Invoice

What to do: Use accounting software, a template, or a word processor to create a clear and professional invoice. Include your business name, logo, contact information, client’s name and contact information, invoice number, date of issue, description of services/products, quantity, unit price, subtotal, taxes (if applicable), and the total amount due.
What “good” looks like: A well-organized invoice that is easy to read and understand, with all necessary information present and accurate.
A common mistake and how to avoid it: Forgetting to include a unique invoice number. This makes tracking payments difficult. Avoid this by using sequential numbering or a system that ensures each invoice is distinct.

2. Save Invoice as a PDF

What to do: Convert your invoice document into a PDF file.
What “good” looks like: A PDF that maintains its formatting across different devices and operating systems, ensuring the client sees exactly what you intended.
A common mistake and how to avoid it: Sending the invoice as a Word document or spreadsheet, which can be accidentally altered or display incorrectly. Always use PDF for final invoices.

3. Compose Your Email

What to do: Open your email client and start a new message.
What “good” looks like: A clear, concise, and professional email that sets the right tone for your business relationship.
A common mistake and how to avoid it: Using a generic or vague subject line. This can lead to the email being overlooked or marked as spam.

4. Write a Clear Subject Line

What to do: Craft a subject line that immediately tells the recipient what the email is about.
What “good” looks like: A subject line like “Invoice [Invoice Number] from [Your Business Name]” or “Payment Due: Invoice [Invoice Number] for [Project Name]”.
A common mistake and how to avoid it: Using a subject line like “Invoice” or “Payment.” This lacks specificity and can be easily confused with other communications.

5. Add a Polite Greeting

What to do: Start the email with a professional greeting.
What “good” looks like: “Dear [Client Name],” or “Hello [Client Name],”
A common mistake and how to avoid it: Skipping the greeting or using an overly casual one, which can appear unprofessional.

6. Briefly Summarize the Invoice in the Email Body

What to do: Write a short paragraph summarizing the purpose of the email and the invoice attached.
What “good” looks like: A sentence or two stating that the attached invoice is for services/products rendered, mentioning the total amount due and the due date. For example: “Please find attached Invoice #[Invoice Number] for the [Service/Product] provided, totaling [Total Amount Due]. Payment is due by [Due Date].”
A common mistake and how to avoid it: Not mentioning the invoice number or amount in the email body. This forces the client to open the attachment just to get basic information.

7. State Payment Terms and Due Date

What to do: Clearly reiterate the payment terms and the specific due date for the invoice.
What “good” looks like: Explicitly stating “Payment terms: Net 30” and “Due Date: [Specific Date]”.
A common mistake and how to avoid it: Assuming the client remembers the agreed-upon terms or not clearly stating the due date, leading to confusion and potential late payments.

8. Offer Payment Options

What to do: Briefly mention the accepted payment methods.
What “good” looks like: “We accept payments via [Payment Method 1], [Payment Method 2], or [Payment Method 3].” If you have a payment portal, provide a link.
A common mistake and how to avoid it: Only offering one payment method that might be inconvenient for the client, or not providing clear instructions on how to pay.

9. Attach the Invoice PDF

What to do: Attach the PDF version of your invoice to the email.
What “good” looks like: The PDF is successfully attached and visible in the email.
A common mistake and how to avoid it: Forgetting to attach the invoice. Always double-check before hitting send.

10. Add a Professional Closing

What to do: End the email with a professional closing and your signature.
What “good” looks like: “Sincerely,” or “Best regards,” followed by your name, title, business name, and contact information.
A common mistake and how to avoid it: Using an abrupt or missing closing, which can leave the email feeling incomplete.

11. Review and Send

What to do: Proofread your email and review the attached invoice one last time for any errors.
What “good” looks like: A polished, error-free email with the correct invoice attached, ready to be sent.
A common mistake and how to avoid it: Sending an email with typos, incorrect figures, or the wrong attachment. A quick review can prevent these common errors.

12. Record and Track

What to do: Save a copy of the sent email and the invoice for your records. Note the invoice number and due date in your accounting system.
What “good” looks like: A clear audit trail of your billing and payment status.
A common mistake and how to avoid it: Not keeping records, making it hard to track payments, follow up on overdue invoices, or prepare for tax season.

Common Mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Vague subject line	Email gets lost, ignored, or marked as spam.	Use a specific subject line like “Invoice [Number] from [Your Business]”.
Forgetting to attach invoice	Client can’t pay, leads to delays and frustration.	Always double-check attachments before sending.
Incorrect client information	Invoice sent to the wrong person, payment delayed.	Verify client’s name and email address before sending.
Missing or incorrect invoice number	Difficulty tracking payments and reconciling accounts.	Use a consistent, sequential invoice numbering system.
Unclear payment terms	Confusion about when payment is due, potential disputes.	Clearly state payment terms (e.g., Net 30) and the due date.
Typos or calculation errors	Client disputes invoice, damages credibility, delays payment.	Proofread carefully and double-check all figures.
Sending as editable document (e.g., Word)	Invoice can be altered, leading to disputes or fraud.	Always send invoices as a PDF.
No clear call to action for payment	Client may delay payment due to lack of clear instructions.	Include clear instructions on how and where to pay.
Forgetting to include contact info	Client can’t reach you with questions, delaying payment.	Ensure your business contact details are on the invoice.
Not tracking sent invoices	Overlooking overdue payments, cash flow issues.	Maintain a log of all invoices sent and their status.

Decision rules (simple if/then)

• If the client is new, then send a polite introductory email with the invoice, as they may not be familiar with your billing process.
• If the invoice is for a large amount, then consider sending it with a brief follow-up email a day or two later to ensure it was received.
• If the client has a history of late payments, then consider requesting payment upon receipt or a deposit upfront for future work.
• If the invoice is for recurring services, then set up an automated invoicing system if possible to save time.
• If you offer discounts for early payment, then clearly state the discount and the early payment deadline on the invoice.
• If the client has specific invoicing requirements (e.g., purchase order number), then ensure these are included on the invoice and in the email.
• If the invoice is past due, then send a polite reminder email referencing the original invoice and due date.
• If the client has questions about the invoice, then be prepared to respond promptly and professionally.
• If you are using accounting software, then leverage its features to automatically generate and send invoices.
• If the client prefers a specific delivery method, then adhere to their preference if feasible.

FAQ

What is the best file format for sending an invoice via email?

The best format is PDF. It preserves formatting across devices, cannot be easily altered, and is universally accepted.

How should I word the email subject line?

Use a clear and informative subject line. Examples include “Invoice [Invoice Number] from [Your Business Name]” or “Payment Due: Invoice [Invoice Number] for [Project Name]”.

Should I include the invoice in the email body or as an attachment?

It’s best to include a brief summary in the email body and attach the full invoice as a PDF. This provides quick information while ensuring the professional, complete invoice is available.

What if the client doesn’t receive the email?

Ask them to check their spam or junk folder. If it’s not there, resend the email, perhaps with a slightly different subject line, and confirm the correct email address.

How long should I wait before sending a payment reminder?

Generally, wait a few days past the due date before sending a polite reminder. Check your payment terms and client relationship for specific timing.

Can I include payment links in the email?

Yes, if you use an online payment processor or invoicing software that provides payment links, including them in the email can make it easier for the client to pay.

What if the client disputes an item on the invoice?

Respond promptly and professionally. Review the invoice details and any agreements, and be prepared to discuss the discrepancy calmly.

How do I know if the invoice was opened?

Standard email does not provide delivery or read receipts for attachments. Some advanced invoicing software may offer tracking, but it’s not a universal feature.

What this page does NOT cover (and where to go next)

• Tax implications of invoicing: This guide focuses on the mechanics of sending an invoice. For information on how invoicing affects your tax obligations, consult a tax professional or research IRS guidelines.
• Legal contract formation: While invoices document transactions, they are not a substitute for a formal contract. For legal advice on contracts, consult an attorney.
• Advanced accounting software features: This guide provides a basic workflow. If you use sophisticated accounting software, explore its more advanced features for automation and reporting.
• International invoicing best practices: This guide is tailored for a US audience. International invoicing may involve different regulations, currency conversions, and tax considerations.